Position Summary
The Executive Assistant (EA) is an integral member of the search execution team, working closely with the consultants and research team, and acting as project coordinator/manager to ensure the timely success of each assignment. The EA serves as a key contact with clients and candidates, schedules interviews, arranges consultant and candidate travel, ensures all due diligence has been conducted on candidates, reviews results, and flags issues. They are responsible for the production of multiple documents throughout the search process.
KEY RELATIONSHIPS
Reports To
One or two executive search consultant(s)
Other Key Relationships
Consultants
Research Team
Executive Assistants and Admin Support Team
Client Development Team
Office Manager
Finance Manager
KEY RESPONSIBILITIES
The Executive Assistant (EA) is a project manager across the life of an executive search from the proposal stage through to booking an assignment, managing its workflow, guiding colleagues around key client benchmarks, and assisting in the document production and scheduling of assignments.
The Executive Assistant’s (EA) primary responsibility will be to provide administrative support to one or two dedicated executive search consultant(s) and assist other members of the office staff to balance the workload of the office.
Whilst based in Singapore, Spencer Stuart is integrated across 70+ offices and the majority of work (and accounts) are international, so the EA will be connected to an extensive international network of colleagues in the scheduling, coordination, and delivery of service across the search life-cycle.
Primary responsibilities include:
In accordance with the Firm’s brand standards, prepare all production work associated with executing a search assignment from start to finish, including qualifications packages for potential new searches, proposal and confirmation letters, position specifications, target lists, progress reports, candidate presentations, reference reports, closeout letters, and candidate and client correspondence.
Proofreading documents to ensure accuracy in style, wording, and grammar.
Coordinating interviews and meetings with candidates and clients either at our offices or via video conference, including all associated travel and diary coordination and documentation.
Meeting and greeting the client and candidate when in our offices, ensuring that all requirements in terms of room setup, refreshments, etc. are met.
Preparing our online client Portal for all assignments, ensuring all assignment-related information, including contacts with clients, candidates and other relevant parties are logged onto our internal information system, Quest and that the information is current and validated.
Close out completed searches and organise all material associated with the search in accordance with audit requirements.
Develops strong relationships with clients, candidates and colleagues; develops and maintains a great network of people.
Ensure that clients are properly billed in accordance with any special terms; monitor accounts receivables; review monthly client billing worksheets and consultant corporate card statements for charges to be allocated to relevant searches.
Manage and maintain consultant(s) calendars and coordinate trip schedules, making all travel and associated arrangements.
Prepare monthly expense reports and ensure accuracy of the allocation of client-related expenses.
Provide assistance with additional office responsibilities, including but not limited to front desk coverage, answering main line calls, supporting multiple consultants, IT liaison, client event preparation, special office projects, point of contact for building management and all suppliers, ordering office supplies, social functions and any other tasks identified by the Office/Line Manager on an ad-hoc basis.
Leadership Assessment, Development and Culture
Spencer Stuart also undertakes leadership assessment, development and culture initiatives with clients and the EA performs a critical scheduling and coordination role. Primary responsibilities include:
Scheduling of assessment sessions (remote/in-person) with senior executives.
Coordination of requests for paperwork/completion of online surveys in advance of these scheduled sessions and the circulation of any paperwork relating to same to the Spencer Stuart consulting team undertaking these assessments.
Scheduling of reference calls with nominated senior executives on behalf of the Spencer Stuart consulting team undertaking these assessments.
Ad-hoc support in the preparation/finalisation of confidential assessment reports, including proofreading documents to ensure accuracy in style, wording, and grammar.
Strong client liaison around scheduling.
Candidate Profile
IDEAL EXPERIENCE
Minimum of 10 years of experience as an executive assistant
Experience in a professional services environment is preferable.
Strong project management skills
Experience coordinating complex logistics and projects with multiple stakeholders.
Expert User of Office Applications (Word, Excel, PowerPoint and Outlook)
Experience working with a database is considered a significant asset. Typing speed of 60 WPM or more.
An undergraduate degree is desirable
CRITICAL CAPABILITIES
Project Management:
Proactively manage projects to ensure smooth and high-quality outcomes while working on multiple assignments with differing priorities and abbreviated timelines that involve team members with varying communication and execution styles. Take the lead in the timely and efficient scheduling of candidate/client meetings, ensuring that all parties are kept informed, and all details are confirmed and communicated. Identify the varied resources needed and available to deal with multi-dimensional tasks and putting together a realistic and achievable work plan. Leverage technology such as Outlook, the Microsoft suite of products, and a relational database to their fullest potential in a fast-paced environment.
The ideal candidate will do this by:
Understanding process end to end, anticipates next steps and opportunities and working at pace prioritizing different and competing requests from many stakeholders.
Ability to leverage information and technology resources; strong proficiency in the tools and best practice needed to do the job. Asking meaningful and challenging questions; begins to identify ‘so-whats/ what-ifs’ of most requests and how to address them.
Building collaborative relationships externally and internally, including with individuals in other Spencer Stuart offices. Ability to adapt to working with a range of clients and colleagues with differing styles, adjusting communications and approach accordingly; resilient and composed.
Seeking opportunities to gain knowledge on clients and relevant industries/markets; proactively keeps pace with industry and client trends.
Understanding of the Firm's full range of services and can articulate how they can drive value for different client situations.
Actively participating in team meetings and interactions; is respectful of and open to others' opinions.
Understanding and incorporating feedback to modify behavior and performance, discussing suggestions for improvement; willingly invests time into own development.
Remaining optimistic and positive – even when under stress – facing challenges by looking for solutions and offering support to colleagues who are in need.
Editing skills: Capable of proofing and editing, with sufficient and consistent accuracy such that the consultant has full trust and faith that the EA’s work can leave the office without the need for the consultant to also proof the work. Ideally, the EA will be sufficiently skilled in the English language and grammar so that work submitted by the consultant can be corrected for errors in style, wording and grammar without involving the consultant on details.
Writing skills: Assist with the preparation of high-quality proposals and presentations, and other assignment related documentation. Able to prepare candidate covers from resumes and compose short letters and emails for consultants without being given detailed instructions. Ideally this will include some basic proactive research and judgement around identifying and sourcing relevant information. All documentation to be produced in accordance with the Firm’s global standards.
Database maintenance skills: Ensure that all assignment related information and all contacts with clients, candidates and other relevant parties are entered into our internal information system, Quest, and that the information is current. Must also ensure that all data entered, and documentation is attached to the system in accordance with the Firm’s standards.
Scheduling skills: Must be able to schedule own work and prioritise projects appropriately, interfacing with the consultant and other staff as necessary. Liaise with clients and/or candidates to arrange meetings, videoconferences, conference calls, travel arrangements and catering as required.
Communication and Relationship Management:
Communicate clearly and interact with others in a manner that demonstrates and inspires confidence. Establish and sustain relationships in order to build and strengthen a network of individuals who work cooperatively with each other, including the ability to interact with very senior-level clients and candidates with the highest degree of professionalism at all times. Demonstrate a team approach to and reinforce collaboration in all internal/external interactions to support work balance among the search team and within the office. Exhibit a client-focused attitude in the work environment.
Quality:
Demonstrate ethical, sound professional practices and personal accountability. Act in a manner that is consistent with the Firm’s values. Hold others accountable to standards of performance. Display a curiosity and desire for knowledge and staying current with colleagues, the Firm and its systems. Regularly invest time in encouraging the team to innovate, continuously improve processes and share knowledge. Gain an understanding of and follow the Firm’s policies, procedures and brand standards. Advocate high-quality work by ensuring that client deliverables are thoroughly reviewed and edited. Embrace and actively participate in training opportunities and proactively seek guidance and coaching from peers or corporate trainers to augment or improve skills. Proactively share best practices with the search team by communicating the benefits of improved efficiencies. This could be in the form of informal, on-the-job opportunities or in formal, structured learning opportunities with colleagues.
PERSONAL CHARACTERISTICS
Strong client orientation; inherent desire to deliver beyond the call of duty.
Very strong organisation and prioritisation abilities.
Discretion and sensitivity in dealing with confidential communications and documentation.
Endurance and the ability to handle multiple conflicting priorities at once.
Solid judgement; the ability to make sound decisions and work autonomously in the absence of constant supervision.
Proactive; takes steps to prevent problems before they occur.
Pride in ensuring all his/her work is prepared to the highest standard.
By virtue of our business, the EA must be comfortable when, due to deadlines, it may be necessary to work early or late on occasion.
Positive and energetic approach to working in a deadline driven, multi-tasking environment
